On the Table Tools Tab, in the Layout Sub-Tab, in the Table Group, Select Properties

The Table Properties Dialog Box appears

In the Alt Text Tab of the Table Properties Dialog Box, insert text in the Description field. The text should orient a non-sighted user on the table's design and content.

Note: The Title field is not necessary for accessibility. It can be left blank.

To add a caption to a data table

Place the cursor anywhere in the table

On the References Tab, in the Captions Group, Select Insert Caption

The Caption Dialog Box appears

Enter a descriptive caption in the Caption field. The caption description should ideally make sense when spoken in isolation. This makes it easy for screen reader users to access and use a list of tables.

Note: Once a caption has been added to a table, it can be programmatically cross-referenced from elsewhere in the document. Cross-referencing ensures that table numbers are correct even when new tables are added, or tables deleted. Cross-referencing also makes it easier for people with low or no vision to navigate the document. To add a cross reference to a data table:

Place the cursor where the cross-reference is to go in the text of the document

On the References Tab, in the Captions Group, Select Cross-reference

The Cross-reference Dialog Box appears

Select the desired cross-reference options

The cross-reference becomes a selectable, navigable item in the document's text

Sighted users can quickly scan tables to understand their purpose, but many assistive technology users navigate with the keyboard. These users need a table summary or caption to describe the purpose of a table.